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We offer custom made, easy to use, highly secure and affordable DMS to all types of organisations.
To obtain a real ROI on the implementation of a Document Management solution, it is necessary to define the objectives that need to be achieved.
Document Management Systems (DMS) or Enterprise Content Management (ECM) offer many benefits:
Easy Access to Documents with secure login
You can access your documents from anywhere in the world via a PC, smartphone, Mac, or tablet as long as it is connected to the Internet.
Access Control & Integrations
Share documents, folders, sections or even the whole account with different permissions (Previewer, Viewer, Editor, Upload-only) to anyone you like. Use Active Directory for user management. Create groups of collaborators to share with many people at once!
Multiple File Versions & History
You can upload a new version of a document and preserve the existing metadata and all earlier versions of the file -- which are always easily recoverable with just one click! A document check-in/check-out feature allows you to lock a document for others while you are editing it on your computer. And each version of a document can be independently approved.
Automatic Alerts & Audit Trails
You can even set automatic notifications to alert you about any changes made to documents, folders or specific sections of your account whenever you want to. Audit log is recorded and you can see the log of changes for every folder and file!
Sharing to Collaborators & Groups
You can easily share your documents, folders or the entire account with anyone you want to. The "Previewer" permission allows people to only preview the document and not download. “View” permission allows people you share data with to see and download the document while the “Edit” permission allows them to edit the document’s metadata. "Editors" of any folder can also add files into it! You can optionally add an expiration date/time when sharing and activate a public link you can share with anyone.
Set Up Reminders
If you need a specific notification at a given time and date, you can easily do it by setting up a reminder. You can have as many reminders as you want, each connected to a specific email address.
Custom Metadata, Tags & File Linking
Add tags, notes, date and due date to help organise your documents. You can easily add your own metadata fields of different types like lists, checkboxes and much more! You can also link files to create relations between documents in different folder structures. Metadata templates can be defined on folder-level too.
Safe & Secure your data
All your data is triple backed up and bank-level encrypted in the cloud document management system where it's safely stored and is transferred via secure SSL layer. You can also customize password policy (including 2FA) for your team members, so they can only choose extra long passwords and need to change their password as often as you wish.
Secure Document Storage
We ensure that your data is encrypted and securely stored in the cloud and every file is sent through a secure SSL layer.
Impressive Live-Search with OCR
Use the powerful built-in search feature to locate documents by name, title, and metadata such as signers and tags. OCR content search is able to index even text found in images, PDF or Office files making their content fully searchable!
Dedicated E-mail Address
You get a dedicated email address for every account role. You can send or forward any email message to that address and any attached file in the email will end up in your inbox. This helps to save documents on the go.
Additional Account Roles
You can add account roles in your primary account besides the unlimited hierarchy you are allowed to create in one account. The additional roles can be for your company as well as for other personal activities that you wish to share with your friends, family, and colleagues.
Create a Local Backup
Your documents are always securely stored in our cloud storage but you can download individual files or folders or even the entire account if you want and create a local backup on your hard drive.
Powerful Search With Multilingual OCR
A powerful live-search function is built into our cloud document management software so you can search documents not only by the file name and metadata, like keywords but also the content of the files thanks to Optical Character Recognition (OCR) technology. PDFs, Docx files or even screenshots and scans of documents are now thoroughly searchable!
Approval Workflow & Automated Retention
Does an invoice, vacation application or another document need
to be approved by one or several people before the next step?
Not a problem! Invite people to approve and add their
comments. In fixed order or all at once. It's never been
easier to get and track approvals!
You can also set an optional retention period for any of the
folders and files -- in days, weeks, months or years!
Document Numbering, Notifications & Audit Trails
Utilize automatic document numbering based on the schemes you define. Set and get automatic notifications for changes in documents or folders as often as you choose. While audit trail logs every action of every user for accountability.
Import Documents Over E-mail
Every folder has a dedicated e-mail address. Just send/forward an e-mail to that address and the attached file will end up in the chosen folder with sender, subject and content info intact. It couldn't be any simpler, and it's perfect to store documents on the go or for sending them into your DMS from a scanner.
Subsidiaries Supported
Although you can create unlimited hierarchy under your primary account role, you can add separate spaces for your branch companies! So, you can have one for each of your company or its divisions. The teams and data are kept separately, unless you want to give someone access to several of your companies.
Mobile Friendly Responsive DMS
Your documents in the online document management system are accessible to you from every PC, Mac, tablet or smartphone with an internet connection. All over the world.
Secure Local Backups
Your documents are stored in a secure cloud and are perfectly safe, yet if you wish, you can easily download the whole account or individual files/folders to your hard-drive as often as you like for your local backup. Or use our Sync App for Windows